Project Coordinator

Job Description

McCabe Restoration, based in Memphis, TN, is a leading provider of restoration services dedicated to helping individuals and businesses recover from unforeseen disasters. Our experienced team utilizes state-of-the-art equipment and industry best practices to deliver efficient and effective solutions, restoring properties and peace of mind.

Administrative & Documentation Support

• Enter Customer job information into Job Database (RM, PSA), ensuring thorough and accurate data entry.
• Send DocuSign Work Authorizations/Contracts to customers for electronic signature after estimate approval in coordination with the Estimator, ensuring payment schedules are outlined in the contract.
• Handle the processing of trade and supplier invoices to include: Match invoices to purchase orders and flag outliers
• Review invoices with project managers to secure approval
• Prepare invoices, and forward to estimator to deliver to customer for payment.
• Aid in the budgeting process to include: Import estimate into job management system, PSA, if not completed by estimator
• Review work orders and overall budget to ensure it aligns with company targets
• Distribute work orders (subcontracts) to trade partners(subcontractors) as identified by the PM’s. Purchase Order must be obtained to move the subcontract.
• Aid in the creation of job schedules and coordinate changes with the PM’s as necessary
• Follow up on the payment schedules and ensure collections align with the agreed terms.
• Attend WIP meetings and coordinate outcomes from the meetings
• Adequately adhere to company change order policy and assist PM’s and Estimators as necessary in the CO process
• Sent out by DocuSign and deposits collected prior to any work starting.
• Third-Party Administrator (TPA) Monitoring
• Daily monitor TPA platforms, including Contractor Connection, Westhill, Sedgwick, etc.
• Ensure compliance with TPA guidelines and maintain best-in-class performance rankings.
• Follow up with adjusters for estimate approvals and supplement requests when the estimator requests assistance.
• Make sure all photos are labeled when needed.
• The estimator is to copy the PC on all estimates and supplements sent to the adjuster or carrier.

Job Tracking & Reporting

• Attend weekly meetings with VP of Construction, Estimators and PM’s to review all assigned jobs: Received, Scoped, Pending, Sold, WIP (Work in Progress), and Completed.
• Ensure weekly job notes are updated.
• If a job remains in the same status for multiple weeks, escalate the issue to the VP of Construction.
• Track collected vs. collections on jobs and alert the VP of Construction if any job exceeds $25,000 in collections.
• Flag jobs that have started without deductible or deposit collection or a proper draw schedule and notify the VP of Construction.
• Aid the PM in sending a Punch List to the insured via DocuSign.
• The PM will provide pictures and all items that need to be completed, and the PC will compile a list and send it to the insured for sign-off.
• Follow up with PM to submit marked complete supervisor estimate to PC for filing.

Accountability & Performance Metrics

• Weekly job status reports shared with PMs and VP of Construction.
• Attend bi-weekly WIP meetings with VP of Construction
• Key Performance Indicators (KPIs): TPA compliance and POM scores
• Job status updates completed weekly
• Invoice & Contract accuracy rate
• Number of delayed or on hold jobs
• Contract & Invoice creation & follow up turnaround time

Additional Responsibilities

• Ensure all claim information is collected, including deductible.
• Confirm job has been approved for production.
• Collect ATRs (Authorization to Repair), contracts, COCs (Certificate of Completion aka signoffs), TPAs (Third Party Administrator required documents), Cos (Change Orders), and other documentation.
• Request EagleView reports as needed.
• Maintain and update weekly progress notes.
• Ensure TPA compliance and complete necessary uploads.
• Prepare and process lien waivers.
• Compile and submit marked supervisor estimate and supporting paperwork.
• Clock in temporary assignments as needed.
• Aid Estimators in communications with customers, agents, adjusters, and TPAs.
• Enter project dates accurately into Databases (RM, PSA) (and corresponding TPA systems).
• Aid Estimators in uploading and organizing job photos in TPA portals, as needed.

Pay

$40,482.00 - $50,828.00 per year